BULK LIQUID OXYGEN
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This is an acquisition for supplies greater than the simplified acquisition threshold; this acquisition Follows and implements Subpart 13.5 Simplified Procedures for Certain Commercial Items.
(ii) The solicitation number is VA241-17-Q-0101 and the solicitation is issued as a request for quotation (RFQ).
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-94 and 2005-95 eff. 01-19-17.
(iv)This solicitation is an FDA regulated 6505 drug; there is no SBA Non manufacturer Class Waiver. Therefore, this requirement is solicited unrestricted. The associated NAICS code is 325120 and size standard is 1,000 Employees.
(v) The Government intends to award a firm-fixed price award for the medical-grade bulk liquid oxygen (LOX) at the Bedford VAMC Campuses. The estimated award date is April 1, 2017. Please see the included Statement of Work for the full scope and deliverables.
The Contractor shall provide medical grade liquid bulk oxygen for the VA Medical Center, Bedford, Mass. A complete listing of requirement is listed in Section B.2- Price/Cost Schedule and the Statement of Work below. All tanks are Contractor-owner (CO).
The Place of delivery: 200 Spring Street, Bedford, MA 01730 Building 2, 4 and 78
Bedford VAMC Bulk Liquid Oxygen POP: Date of Gov. Award-04/01/2017
CLIN
Item Description
Total Price
Base year 0001
Delivery of medical-grade bulk liquid oxygen, base year will be six months starting April 1, 2017 to September 30, 2017
0002
Rental of three (3) bulk liquid oxygen tanks
Tank 1 and 2 Capacity 172,650 CF Bldg. 2, 4
Tank 3 Capacity 149,630 CF Bldg. 78
1001
Delivery of medical-grade bulk liquid oxygen, Option year 1 starting October 1, 2017 to September 30, 2018
1002
Rental of three (3) bulk liquid oxygen tanks
Tank 1 and 2 Capacity 172,650 CF Bldg. 2, 4
Tank 3 Capacity 149,630 CF Bldg. 78
2001
Delivery of medical-grade bulk liquid oxygen, Option year 2 starting October 1, 2018 to September 30, 2019
2002
Rental of three (3) bulk liquid oxygen tanks
Tank 1 and 2 Capacity 172,650 CF Bldg. 2, 4
Tank 3 Capacity 149,630 CF Bldg. 78
3001
Delivery of medical-grade bulk liquid oxygen, Option year 3 starting October 1, 2019 to September 30, 2020
3002
Rental of three (3) bulk liquid oxygen tanks
Tank 1 and 2 Capacity 172,650 CF Bldg. 2, 4
Tank 3 Capacity 149,630 CF Bldg. 78
4001
Delivery of medical-grade bulk liquid oxygen, Option year 4 starting October 1, 2020 to September 30, 2021
4002
Rental of three (3) bulk liquid oxygen tanks
Tank 1 and 2 Capacity 172,650 CF Bldg. 2, 4
Tank 3 Capacity 149,630 CF Bldg. 78
Final Total Price
General
The purpose of this solicitation is to establish a committed source of supply of medical-grade liquid bulk oxygen (LOX) for the medical facility. The Government facility does not own its own bulk oxygen tank, the contractor shall also provide a contractor-owned tank with an appropriate back-up system. (i.e. reserve tank or cylinder bank). Specifications for each facility are listed in the solicitation schedule.
The quantities shown in the solicitation schedule are estimates of the facility s annual requirements. There is no express or implied guarantee that these quantities will be purchased. Please note that contracts that include the installation of contractor-owned equipment will include a 30 day transition period at the beginning and end of the contract period. (See paragraph 5.1
A Contracting Officer Representative (COR) has been designated in the solicitation schedule. The COR is responsible for local contract administration issues such as ordering and providing specific delivery instructions. A letter of delegation that outlines the COR s specific responsibilities will be provided to the contractor and COR at the time of contract award if requested. Within 10 days after notification of contract award, the contractor shall meet with the COR to ensure mutual understanding of facility requirements relating to the ordering method and specific details of any delivery instructions that are included in the solicitation schedule.
Prior to first filling, contractor must perform in-service training to include the following facets for contractor owned and government owned systems: the refill procedure, any preventive maintenance (PM) support requirements that may be needed from the medical center systems, and an explanation of all the volume alarm and low pressure set-points. The contractor shall provide written procedures and training for VA staff for protocols to accomplish emergency shutdowns or other sudden, unplanned termination of the refilling process. Contractor shall provide 24/7 emergency contact name(s) and telephone number(s).
Prior to first filling, and semiannually thereafter, alarm set-point testing and written verification must be presented through the use of a qualified third party expert per current edition of NFPA 99 for contractor owned and government owned systems.
Any code deficiencies in the Medical Center s existing system, as defined by NFPA 50, 1.3.3, Bulk Oxygen System , must be identified by the contractor. Before contract performance a detailed explanation of any deficiencies must be presented in writing to the COR. The COR shall acknowledge receipt of the NFPA 50 1.3.3 Bulk Oxygen System reports produced by the Contractor in the course of contract performance.
Prior to first filling, and semi annually thereafter, the contractor must verify, in writing, the accuracy of all gauges on contractor owned tanks. The Contractor shall provide an accuracy report of all government owned gauges on the LOX tanks. The Government may choose to exercise this option.
2.Acronyms
2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.
CF Cubic feet
CGA Compressed Gas Association
CGMP Current Good Manufacturing Practices CO Contractor owned
COR - Contracting Officer Representative
DOT Department of Transportation FDA U.S. Food & Drug Administration GO Government owned
NFPA National Fire Protection Association
OSHA U.S. Department of Labor, Occupational Safety and Health Administration USP United States Pharmacopeia
VA Department of Veterans Affairs
Government-Furnished Property
All tanks are Contractor Owner (CO). Owned).
The VA facility that will provide an existing bulk tank location and foundation for the installation and operation of the contractor owned bulk oxygen tank(s). VA shall provide access to an electrical power source. The Contractor will be responsible to hook up the contractor s alarm system interface with the VA facility-maintained alarm system
Performance under this contract is subject to the following standards and updates, revision thereto :
1) NFPA 99, 2016
2) Installation and operation according to NFPA 99, 2016
3) Installation and operation by ASSE 6010 Med Gas Installers or ASSE 6015 bulk gas Installers
4) Verification by ASSE 6030 Med Gas Verifiers or ASSE 6035 Bulk System Verifiers
5) VA Master Spec 22 63 00, 26 05 19 and 26 05 33
6) 22 63 00 3.3 A. Test existing system prior to connecting new system to ensure that there are no preexisting problems or no problems are introduced by the new system. Test existing alarms to make sure of functionality.
7) All electrical connections are the responsibility of the installing contractor. The VA should have power and alarm wiring to the pad but final connections are made by the equipment installer.
8) If necessary , contractor will provide a portable system (trailer) be connected to the Master Alarm Panels until the new system is verified.
Contractor-Furnished Equipment
The contractor shall provide, install and maintain bulk oxygen tank(s) with appropriate back-up system(s). Through the duration of the contract, the contractor shall be liable for the integrity, suitability, and safety of contractor owned tank(s) that will insure compliance with applicable regulations, standards and normal good practices. The tank capacity and reserve system shown in the schedule are minimum capacities required by the using facilities. Manifold, cylinders for the reserve supply, liquid converter, alarm switch, regulator, valves, level indicator, and any other devices or connections required for proper tie-ins with the facility s gas system shall be furnished by the contractor, without cost to the Government. The manifold or liquid converter shall deliver gas at a pressure and rate of flow adequate to supply the system. Each liquid oxygen storage container shall have an outlet that allows access for testing the purity of the oxygen.
All equipment and materials required to perform on the contract (other than what is specifically listed in section 3, Government-Furnished Property) shall be provided by the contractor. Contractor owned equipment shall be installed, inspected and maintained by the contractor without additional cost to the Government. (i.e., all installation, inspection and maintenance costs shall be included in the contract s monthly equipment rental fee for the applicable facility.) Contractor owned equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices. The contractor shall be provided reasonable access to the bulk oxygen systems for this purpose. The costs of the installation, commissioning, de-commissioning of contractor property are the sole responsibility of the contractor and it s agent(s).
Installation of Contractor-Owned Equipment
Unless otherwise directed by the using facility, contractor owned equipment shall be installed by the effective date of the contract and shall be connected to the medical gas system on that date; provided: that the contractor shall be allowed a maximum of ninety days after receipt of notice of award to complete installation. If the contractor s equipment replaces equipment already in use, the exchange of equipment shall be accomplished without interruption of gas supply to the using facility. Contractor installed equipment shall remain the property of the contractor and shall be removed upon termination of the contract, when directed by the ordering facility and in full cooperation with the succeeding contractor so as to avoid interruption of gas supply.
To permit orderly transition from one contractor to another, the contractor shall continue to honor the contract s monthly equipment rental fee and bulk oxygen contract price for a minimum of ninety days beyond the scheduled expiration of the contract period, unless transition from one contractor to another is completed prior to the ninety day transition period. For any partial month, the contractor shall prorate the monthly equipment rental accordingly. The contractor shall continue to provide and maintain its equipment during this transition period.
No guarantee is given or implied that data included in the schedule regarding contractor owned equipment currently located at the facilities is complete and accurate as to the factors affecting the cost of furnishing and installing the required contractor owned tanks and appurtenances. Offerors are strongly encouraged to visit the facility sites prior to submitting an offer and take other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve offerors from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting the COR designated in the solicitation schedule.
All contractor owned equipment shall be installed and maintained in accordance with current editions of NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, , NFPA 99 Standard for Health Care Facilities and FDA s Current Good Manufacturing Practices (CGMP) Regulations. The contractor shall comply with all OSHA standards and applicable safety requirements, including proper signage and use of personal protective equipment.
Delivery of Medical Liquid Bulk Oxygen
Bulk oxygen is ordered by and delivered to the individual ordering facility.
The contractor shall deliver medical-grade liquid oxygen (6505 Drugs and Biologicals ) within the time- frame specified in the schedule for the facility. The time-frame identified may be either the number of calendar days after receipt of the Government s order, the specific days of the week for delivery, the specific time intervals between deliveries, a specified reorder point, or other specified ordering and delivery methods. Installation of a telemetry unit, etc. may be arranged. In accordance with VHA Patient Safety Alert dated April 5, 2004, all deliveries must be monitored by a qualified and trained technical representative that will be designated by the facility. Contractor will be provided with names and contact information of primary and back-up facility representatives. This applies to all deliveries regardless of time or day of execution.
Tanks(s) will be filled to maximum functional capacity at each refilling procedure unless otherwise specified in the facility requirements or as agreed upon in a written document signed and dated by the COR.
At the time of each delivery, contractor must provide a legible signed and dated written document that identifies the tank level prior to fill, the level after fill, and the quantity delivered. This document must be counter-signed by the facility representative supervising the delivery.
Emergency delivery will be provided within 24 hours after receipt of Government notification. Contractor must respond to the facility by either telephone or email within one hour to confirm receipt of emergency notification to ascertain the nature of the emergency. Emergency status is determined by the Government when conditions warrant, such as an actuated main bulk tank low level alarm, imminent alarm condition, or system leak. Failure of the contractor to remain current with agreed delivery schedule and requirements does not constitute an emergency for purposes of charging an emergency delivery fee.
Quality Assurance Specifications and Requirements
All medical gas manufacturers and fillers of medical gases must be registered with FDA as drug manufacturers. All oxygen shall be manufactured, processed, packed, transported, and stored according to FDA s Current Good Manufacturing Practices (CGMP) regulations, and all labeling shall comply with FDA s labeling regulations (21 CFR Part 201).
All liquid bulk oxygen delivered under the contract shall be medical-grade and shall meet or exceed the standards cited in the current edition of the United States Pharmacopoeia/National Formulary (U.S.P.).
A valid certificate of analysis shall be provided with each delivery of liquid oxygen. The certificate shall include, at a minimum:
Supplier s name and complete address
Name of the Product (i.e. Oxygen U.S.P.)
An Air Liquefaction Statement where appropriate
Lot number or other unique identification number
Actual analytical results for full U.S.P. monograph testing. (A statement that only states that the product meets the minimum purity of 99.5%, etc. is not acceptable.)
Test method used to perform the analysis. (A statement such as Meets
U.S.P. specifications is not acceptable; nor would Tested via Servomex be acceptable since the specific model number is not provided.)
Signature of authorized supplier representative and date.
Meet or exceed the U.S Department of Transportation Hazardous Material Regulation (HME: 49 CFR Parts 171-80 ); 49 CFR 383.5 of the Department s Federal Motor Carrier Safety Regulation (FMCSR) ( Subpart G of part 383 of the FMCSR); ( subpart H of Part 172 (see72.702) Law, 49 U.S.C. 5123; ( see 107.329)
For a list of frequently cited violation see Appendix A to subpart D of Part 107.
Meet or exceed any and all Massachusetts Department Vehicle of Commercial Vehicles hazardous material transportation regulations along any and all local county and city regulations.
Material Safety Data Sheets (MSDs) shall be provided to the facility COR upon request.
A copy of all inspection reports shall be provided to the facility COR upon the completion of any contractor owned equipment..
All contractor owned equipment shall be maintained or repaired in accordance with current editions of NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites and FDA s Current Good Manufacturing Practices (CGMP) Regulations.
Applicable Regulations & Standards
The following is a list of some of the regulations and standards that are applicable to this contract. The list is not comprehensive, and the contractor is responsible for ensuring that all products, equipment and services provided under the contract are in compliance with applicable Federal, state, and local regulations. If applicable, the editions in effect as of the date of this solicitation are listed. Contractor is responsible for remaining compliant with any future revisions that are effective at the time of contract performance.
Title 21, Code of Federal Regulations, Parts 210 & 211 - CGMP regulations for supplying medical grade oxygen.
29 CFR 1910.104 Applies to the installation of bulk oxygen systems on industrial and institutional consumer premises
49 CFR Transportation
Federal Food, Drug, and Cosmetic Act
NFPA 50: Standard for Bulk Oxygen Systems at Consumer Sites, 2001 Edition NFPA 99: Standard for Health Care Facilities, 2002 Edition
U.S.P. 23
Density data and volume measurement equivalents published in Compressed Gas Association Pamphlet No. P-6, titled "Standard Density Data, Atmospheric Gases and Hydrogen," shall be used when necessary to convert measurement of gases from one form to another. For example, the following conversion factor shall apply for conversion from gallons to cubic feet.
Calculation based on data in CGA P-6
1 ftB3 liquid O2 = 860.6 ftB3 gas (Table 1) 1 ftB3 liquid O2 = 7.48052 gal ((Table 2)
Therefore:
7.48052 gal (1 ftB3) liquid O2 = 860.6 ftB3 gas
1 gal liquid O2 = 860.6 ftB3 gas
7.48052
1 gal liquid O2 = 115.05 ftB3 gas
or more commonly quoted as 1 gal liquid O2 = 115.1 ftB3 gas
Tank size and location : Tank 1 (Bldg.2) Capacity: 172,650 CF CO B/U Type: RST B/U Capacity: 9,210 CF CO
Tank 2 (Bldg.4) Capacity: 172,650 CF CO B/U Type: RST B/U Capacity: 9,210 CF CO
Tank 3 (Bldg.78) Capacity: 149,630 CF CO B/U Type: RST B/U Capacity: 13,800 CF CO
SITE VISIT
Optional site visit : Thursday February 9, 2017 10am in front of the exiting Bulk Oxygen tank located at Building 2
(vi) The Contractor shall provide medical grade liquid bulk oxygen for the VA Medical Center, Bedford, Mass. As stated in Section (v).
(vii) The place of performance is listed above.
(viii) A statement that the provision at 52.212-1, Instructions to Offerors Commercial, applies to this acquisition.
(ix) Provision at 52.212-2, Evaluation Commercial Items applies to this agreement. This requirement will be acquired through a commercial acquisition process utilizing FAR 12 in conjunction with FAR 13. Award shall be made to the lowest priced, technically acceptable quote that meets the solicitation requirements. Offers will be evaluated on the basis of Lowest Price Technically Acceptable. The evaluation process shall proceed as follows :
Initially, quotes shall be ranked according to price, including option prices if applicable. An offeror s quoted price will be determined by multiplying the quantities identified in the pricing schedule by the proposed unit price for each contract line item to confirm the extended amount for each item. The extended amounts will be added together to determine the total evaluated price.
Next, the lowest priced offer shall be evaluated for technical acceptability. Technical acceptability shall be evaluated on a pass/fail basis considering whether the quote meets or exceeds all requirements indicated in the SOW. Non-priced factors are technical and adherence to the SOW.
If the lowest priced offer is determined technically acceptable, that offer represents the best value to the Government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers.
If the lowest priced offer is not determined technically acceptable, the next lowest priced offer will be evaluated for technical acceptability and the process will continue in order by price until an offer is judged technically acceptable.
(xi) Clause 52.212-4, Contract Terms and Conditions-Commercial Items (JAN 2017), Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014), 52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011), *52.216-18 Ordering (OCT 1995), *52.216-19 Order Limitations (OCT 1995), *52.216-22 Indefinite Quantity (OCT 1995), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-37 Multiple Payment Arrangements (MAY 1999), 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013), 52.237-3 Continuity of Services (JAN 1991), 852.203-70 Commercial Advertising (JAN 2008), 852.211-70 Service Data Manuals (NOV 1984), 852.215-71 Evaluation Factor Commitments (DEC 2009) 001AL-11-15-B Subcontracting Commitments - Monitoring and Compliance (JUNE 2011), 852.232-72 Electronic Submission of Payment Requests (NOV 2012), *852.237-70 Contractor Responsibilities (APR 1984), 852.246-71 Inspection (JAN 2008),
(xii) Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (JAN 2017), 52.212-1 Instructions to Offerors-Commercial Items (JAN 2017), *52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) & http://www.va.gov/oal/library/vaar/index.asp (VAAR), 52.203-99 Prohibition on contracting
with entities that require certain internal confidentiality agreement DEVIATION 2015-02) (FEB 2015), 52.204-4 Printed or copied Double sided on Postconsumer Fiber Content (Feb 2015), 52.209-6 Protecting the Government s interest, *52.216-1 Type of Contract, 52.216-2 Economic Price Adjustment Standard supplies, 52.216-3 Economic Price Adjustment Standard supplies, *52.216-18 Ordering, *52.216-19, *Order limitations, *52.216-22 Indefinite quantity, 52.216-27 Single or Multiple Awards (OCT 1995), 52.217-3 Evaluation Exclusive of Options (APR 1984), 52.217-9 Option to extend the terms of the contract, 52.222-3 Convict labor, *52.233-2 Service of Protest (SEPT 2006), 852.209-70 Organizational Conflicts of Interest (JAN 2008), *852.211-72 Technical Industry Standards (JAN 2008), 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016) (DEVIATION), 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008), 852.233-71 Alternate Protest Procedure (JAN 1998), 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008), 852.270-1 Representatives of Contracting Officers (JAN 2008), 852.273-72 Alternative evaluation, 52.212-2 Evaluation-Commercial Items (OCT 2014), 52.212-3 Offeror Representations and Certifications-Commercial Items (JAN 2017) [all].
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) Instructions to offerors:
Contractor shall provide a quote for product and service indicated in the Schedule, including all licensing and process requirements indicated in the solicitation and Statement of Work (SOW). All required documentation regarding certification and registrations required to perform these services shall be submitted with the quote. RFQ responses are due 02/21/2017 at 10:00 AM EST. RFQ responses must be submitted via email to: bing.chen@va.gov. Hand deliveries will not be accepted. All questions shall be in writing; no verbal questions will be addressed
(xvi) The POC of this solicitation is Bing Chen (bing.chen@va.gov).
(xvii) See photos below.
Bedford VA Building #2
Bedford VA Building #78
Bedford VA Building #4
Bing Chen
Contract Specialist
Contract Specialist
